The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. This position is located in UNEP, Human Resources Section, Corporate Services Division, Nairobi duty station. Under the supervision of the Chief, Human Resources Section, the Administrative Assistant will be responsible for the following duties:
Responsibilities
Human Resources:
• Coordinates various actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc. ensuring consistency in the application of UN rules and procedures.
• Liaises with central administration /executive services as required.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Provides advice and answers general queries on classification procedures and processes. Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Provides expert assistance in the preparation and development of the unit's work programme and budget.
• Provides support to the Chief of HR in diverse matters as required.
Data Generation and Analysis:
• Generates human resources data for use in various HR analysis/planning including work force and successional planning,
• Supports the development of a monitoring systems for the score card on the Key Performance Indicators for recruitment processes.
• Provides development of human resources data analysis.
Collects data from relevant databases and prepares customized financial reports. Provides assistance in the review, and preparation of the medium-term plan
and its revisions.
• Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
Budget and Finance:
• Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
• Assists managers in the elaboration of resource requirements for budget submissions. Monitors budget implementation /expenditures and recommends reallocation of funds as necessary.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of budget performance submissions. Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
General Administration:
• Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. Performs other related administrative duties, as required (e.g., monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).
• Assists with day-today administration of contracts between the UN and external contractors for outsourced services. Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors' invoices and monitor payments. Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes.
• Perform other related duties, as assigned.
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 10 years
Required languages:
English (Spoken: fluent | Written: fluent)
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